Item File - FIL 2

Description/Instructions

The first three characters need to match the Mfgr code. The 13 characters after the Mfgr code can be anything you choose. We recommend that if you use the Mfgr code, use it as your item number. Ignore the color and pattern title.

If you do not have a Mfgr code, and must create your own code, the key to finding the item number easily is consistency. For ceramic tile the color field should be the first two character of the product line and the next two characters could be the color. Enter the size in the pattern field. You could enter 4 x 4 44 or just 4. For example, from AOT Bright and Matte Blue 4x4 you could create item number AOT BMBL 44.

A description of the item consisting of up to two lines of 30 characters each. Descriptions should be entered in a consistent manner. We recommend the following format: Enter the product line or series name followed by the color and pattern. For example, enter Tuscany Bone 6x6 where Tuscany is the product line, bone is the color, and 6x6 is the pattern. Enter Superhold Regular 20 LB, where Superhold is the product line, regular is the type, and 20 LB is the pattern or size. If you use the second line of the description, we recommend that you indent by three spaces so that screens and reports are easier to read. We also recommend that you only use the second line of the description when absolutely necessary. Leaving the second description line blank allows twice the number of items to display on many screens, documents, and reports.

The three-character code of the usual supplier of this item. This supplier is used when special orders are processed and when automatically generating purchase orders from the Reorder Reports program. You can override this supplier number on purchase orders. Any item number can be ordered from any applicable supplier number. Using the Cost File, you can define multiple suppliers for a single item.

Enter the price class of the item if the item is part of a price class that has already been set up in the Price File.

If you try to change the price class to one with a different unit of measure, an error message appears. The system protects you from inadvertently changing the unit of measure for an active item by changing it to another price or cost class with a different unit of measure.

Changing the unit of measure for an item that is active, having any open orders, purchase orders or inventory, causes many problems, as all transactions and statistics are assumed to be in the items' native unit of measure. In order to further protect the integrity of statistics, we recommend that you create a new item number, rather than changing the unit of measure, unless the item has not been used significantly.

The cost class of the item if the item is part of a cost class that has been set up in the Cost File.

If you try to change the price class to one with a different unit of measure, an error message appears. The system protects you from inadvertently changing the unit of measure for an active item by changing it to another price or cost class with a different unit of measure.

Changing the unit of measure for an item that is active, having any open orders, purchase orders or inventory, causes many problems, as all transactions and statistics are assumed to be in the items' native unit of measure. In order to further protect the integrity of statistics, we recommend that you create a new item number, rather than changing the unit of measure, unless the item has not been used significantly.

Enter the packaging class of the item if the item is part of a packaging class that has been set up in the Packaging File.

Price, Cost, and Packaging Class codes should have been previously set up by creating records in the Price, Cost and Packaging Files. If you choose to enter prices, costs, and packaging information separately for each item, you can leave these fields blank and press F9 and F10 to enter the information. However, we highly recommend that you use Price, Cost, and Packaging Classes. If you use class codes, you can use many advanced functions on the system, and save time and effort when more than one item share the same pricing and packaging information.

The three-character code of the product line to which this item belongs. Product lines must first be set up in the Product Line File.

A user-defined two-character code for classifying the item. You have up to three Class fields in which to classify the item. Class 1 is the most general of the three item classes. It is also the most important because it is used in the pricing and salesperson assignment programs. Price lists and promotional pricing can be assigned to a customer for specific item Class 1 entries. A customer can also be assigned multiple salespeople based upon Item Class 1. Following are examples of codes. Define your codes and set them up in the Classification Codes File - FIL 19.

• AC - Accessories

• CC - Commercial carpet

• CR - Residential carpet

• FL - Ceramic floor tile

• IP - Installation products

• MA - Marble

• SL - Slate

• VT - Vinyl tiles

• WT - Ceramic wall tile

A user-defined two-character code to further classify an item. This should be a more specific classification than Item Class 1. For example, an Item Class 1 entry should be broken down into Item Class 2 entries. You must define these entries in the Classification Codes File - FIL 19.

A user-defined two-character code to further classify the item. Use this field only if other meaningful classification is needed for your entries in the Item Class 1 and 2 fields. These codes are defined and entered in the Classification Codes File - FIL 19.

User-defined two-character code. If the item is a trim piece, enter a code to identify the class of trim piece. If you do not categorize trim, enter TR if the item is a trim piece. For ceramic tile, you can use codes such as BN for bullnose and AN for angles. For wood, you can assign trim classes for items such as reducer strips and stair nosings. Trim class can also be used to identify items that are not core items, but support the sales of core items. Many reports allow you to omit trim or analyze it separately. You can consider samples as trim.

The color name of the item. To make searching by color easier, enter the actual color instead of the manufacturer's designation. For example, if a manufacturer calls an item snow that is actually white, the color name should be white. If color is not important or applicable to an item, you can use this field for another category such as style, texture, type, or finish. For example, tools can be categorized by type, such as trowel or saw.

Color Name is a required field and should be used to help you search for items, rather than for organizing inventory. For this information to be useful to the customer service personnel, color names should be somewhat general and used consistently. For example, use white for the various shades of white, so that customer service can quickly search for inventory with that color name without having to search for every shade of white.

For items with a color name of MISC, ignore the setting to always fill in the O/E UM. Miscellaneous items must have a blank in this field to work in some settings. For example, when you enter a miscellaneous item code in order entry, you might want to order the item in any unit of measure.

Enter the pattern name of the item. You should standardize pattern names to make searching easier. Following are suggested pattern names:

• 4X4  4 1/4 (for tile)

• 6X6  6 x 6 (for tile)

• 6X6OCT  6 x 6 Octagon

• A3401  tile trim

• SM4449   tile trim

• Berber  (for carpet)

• Saxony  (for carpet)

• Solid  (for vinyl)

• Geometric  (for vinyl)

• 20 LB  (installation material)

• 5 GL  (installation material)

We strongly recommend that you use a consistent system for color and pattern name fields. You can use the item search function to search by color or pattern or both. So, for example, you can find products by entering Blue 4 x 4, White Berber, or Thinset 20LB.

This is not a required field. However, you can use the rating code used to help identify items sales ranking or it can be completed later by the system. Commodity level can be helpful in sales analysis.

Use industry standard codes when possible, such as 1, 2, or 3. Otherwise, assign codes that indicate whether the product is suited for uses such as residential, commercial, or industrial.

You can use this field to rank and classify products for integration with reorder and ranking reports. You should use it to classify items from best (A) to worst (D).

Use code S to identify support items, which are items that support the sales of other (hopefully A rated) items. Support items need special reorder parameters, because their sales statistics often do not justify their stocking requirements. Also, consider using N for new items. New items need special considerations until sales patterns are established. ABC codes are created through the ABC Code File -FIL 34.

A user-defined, one-character code describing an item's the level of relative value. Establish a code for each commodity level, such as H for high-level or luxury items, M for medium-level items, and L for low-value or commodity items. You should establish all commodity level codes in the Classification Codes File - FIL 19. All strategic management statistics are available by commodity level.

The halt date indicates when an item can no longer be replenished.

This field is informational only.

A required field that denotes whether the inventory is stocked, not stocked, or special ordered. Enter S to create automatic purchase orders for these products. You should use the special order code in specific cases, and not for inventory you do not stock in your warehouse.

Enter:

• Y - for stocked items.

• N - items that are not stocked.

• S - if the item is not stocked and is a mandatory special order item. A mandatory special order item automatically generates a purchase order to the supplier, when entered via the Order Entry System.

You can generate a special order to a supplier even if you enter Y or N. Enter S only when you want a special order to be mandatory every time the item is entered on a customer order. Make sure that you are familiar with how the special order system functions before setting this field to S for any items.

Used to cross-reference one or more item numbers to another item's inventory. Used primarily for private labeling programs in which multiple item numbers have the same physical inventory.

The component code denotes whether the inventory is a type such as serial, or rolled goods. If you plan to use ISO tables for different types of products, enter the ISO rule table number. The system uses the ISO rule table number system when this item is entered on an order. Only enter an ISO table number if it overrides the default

Enter:

• B - If the item is a component, for example part of a kit, and also has components within it. (B - both)

• D - If you want the color number to automatically duplicate in Order Entry. Use this code for items usually sold in many designs or patterns with the same color number. When entering orders, the Mfgr code remains on the screen after entering an item. If you use this code, the color also remains on the screen and is valid only for non-serialized items. Policy CD also activates this function for serial and non-serialized items.

• F- Fund only item; used solely for billing and crediting fund accounts. These are not actual products. Refer to Promotional Pricing File - FIL 30 and Fund File - FIL 31

• K - The item is a kit. This code activates the kit function.

• N - (or leave blank) if the item has no components and is not a rolled good or serial numbered item.

• R - The item is stocked in rolls, such as carpet or vinyl. Do not use this code for pad or cushion that is generally not cut, but use Sor N these items. This code performs all of the functions of the S code with additional functions for roll goods. When you enter R, the system prompts you to enter the width of the product in inches, so that the system can automatically convert to the appropriate unit of measure, such as square yards or feet.

• S - The item is stocked by serial number, such as for special lots, shades, and large tools. We recommend that you use S as much as possible. The serial number function does not necessarily mean that an actual serial number is required. You can use the serial number feature to categorize inventory and track it by information such as shade, dye lot, and bin location.

• Y - The item is a component of another item, for example, a dot part of a dot and octagon pattern, or part of a kit that cannot be sold on its own.

• L - All modules of the system allow for items that are defined as Labor/Expense items. These items may be used to replace many of the billing functions previously accomplished via F6 Miscellaneous Lines. These Labor & Expense items enable you to set up catalogs of non-inventory items, such as service, installation, and labor items. These items automatically bypass inventory in all functions and modules.

The system treats an L coded item similar to an F (Fund) item, which is mainly that all inventory files are bypassed.

A typical L item is Labor To Install Carpet at $1.99 SF or UPS Sample Charge. These items are used like any other item - in Order Entry, ISO, and Bills Of Material, except that all inventory files & updates are bypassed. Companies that use these L items may also set up a special Cost Center (or multiple special cost centers), so that the GL Interfaces can differentiate between inventory items and Labor/Expense items.

Do not confuse labor/expense items with non-stock items. Non-stock items are not normally stocked, but they still flow through inventory once purchased.

This option enables your system to work as efficiently for selling services and labor as for selling materials. It also enables companies that do installations or fabrication to use all of the powerful sales analysis reports & screens to analyze labor as well as materials.

The one-character entry relating this item to an ISO (Inventory Selection Optimizer) table, which includes instructions about how inventory should be processed for this item.

The date on which the item is discontinued or the date your supplier stops carrying the item. Items with a date entered here appear on the Discontinued Items List.

If you enter a past date, including today, the item appears in reverse image. If the item is out of stock, on order, or allocated, the Order Entry system does not allow further orders.

When the item has been discontinued for more than one year and is out of stock onhand, on order, or allocated, the item drops off the inventory screens entirely, unless the Item Master or Stock Card Screen is specifically requested.

If you enter a future date, the item appears in reverse image on Inventory Search until that date is reached. The item can be ordered or sold as usual.

If you are discontinuing an item, but still have some in stock, enter DI in one of the three Policy fields. DI indicates the item has been discontinued, but can you can still take orders for it. When you deplete your stock, you can enter the date on which the item was discontinued in this field. You can also enter a future discontinue date at any time, which indicates that no purchase orders or back orders for this item are allowed after that date.

The replenishment path indicates the method in which the item is reordered.

• V - Vendor managed. The vendor makes all replenishment decisions. You can enter ? in this field to select from among all possible values. This field does not affect any system processes, except for EDI or file transfer processes specifically arranged between you and your suppliers.

• M - Mixed managed. Your company and the vendor jointly manage replenishment.

• Blank - Normal replenishment, completely managed by your company.

The item number as defined by the supplier, if different from the item number you have established. This item number appears on all purchase orders to your supplier for this item. You can search by the supplier's item number using the Item Search function.

Three two-character fields, which can be both system and user-defined. A policy code is used to trigger special processing or to identify special items. A policy code can be entered in any of the three policy fields, in any order. If you want to create user-defined policy codes, we recommend that you use only numeric codes from 01 - 99. This method prevents possible conflicts with system-defined policy codes, which are alphabetic and contain at least one alpha character. Many item and inventory reports allow the use of policy codes as selection criteria. Following is an explanation of the system-defined policy codes:

• A# - Area Rug Item unique dimensions and price - The A# item code represents area rugs. It is one of the keys that activates the serial number unique dimension functionality.

• A$ - Serialized item with pricing and dimensions established at the serial number level and sold by the PC or EA.

• CD - Do not skip lines on invoices and order acknowledgments. Items with this policy and the same manufacturer and color number print on documents without skipping lines between them. This lets you group items and save paper. You can use this code for items that are usually sold with multiple matching trim pieces or for items that are sold together in design sets. Use this code if you want the Order Entry program to leave the color number portion of the item number on the screen after an item with the CD policy is entered.

• DI - To be discontinued. The item appears on the Discontinued Items List.

• DV - For quantity break groups, divide by the multiplier instead of multiplying. For example, if the item has a native unit of measure of QT, and is counted toward quantity breaks figured in gallons, use this policy and multiplier 4. This means each QT will be converted as 1/4 gallons toward the quantity break. You should construct quantity breaks using the lowest common denominator approach, so you never need to divide. However, you might need this code when adding new types of items to an existing quantity break group.

• MI - Manufactured internally. Use this code to identify your own products if your company is a manufacturer that sells goods from both company plants and outside vendors.

• MS - Mandatory lot number. The item must be received and sold by lot number. The Order Entry and Receiving programs prompt users to specify the lot number. Do not use this code for serialized items or rolled goods. This code activates the use of the lot number field, which is different from the serial number field.

• NB- No broken units. A unit of measure is entered in the Smallest Sales U/M field for this item. The system only accepts orders that do not break that unit of measure. For example, if the Smallest Sales U/M field contains CT, the NB policy will not allow an order that causes a carton to be broken.

  The Item Policy NB Options (Control the NB Quantities Policy) controls how the NB (No Broken Units) Policy in the Item File is applied during the Order Entry process.

• NF - No fund contributions. Exempts items from getting overbills or points regardless of the type of promotion or customer. Enter this policy code in any of the three policy fields to activate the policy. Consider using this policy on item records used for samples or services such as freight charges.

• NR - No rebates or cost allowances. Causes the system to bypass all Promotional File rebates or cost allowances for the item, while still allowing promotional prices to be used. Use this policy for items that have dropped or devalued in inventory. This policy prevents you from erroneously claiming rebates on dropped items that might belong to a price class or product line whose other (non-dropped) items are entitled to a rebate. For example, a price class contains ten item numbers, and a promotion includes a rebate entered for the price class. Then, one item number is discontinued and the manufacturer gives you a credit memo against your stock in the item, and will no longer honor rebates when it is sold.

• OV - Outside vendor item. Use this code if your company is a manufacturer, and you want to label items that are not produced internally.

• G# - This policy code identifies an item as being plastic laminate, or another form of solid surface sheet goods that requires a grid screen on Order Entry. This policy can only be entered in the first Policy Code field. Contact Kerridge if you require detailed information regarding programs for plastic laminate.

• P# - Slab item. This policy activates system functions that manage the unique properties of marble and natural stone slabs. This code ensures that the slabs are entered with width and length in inches, and sold by the slab.

• PU- This powerful policy code identifies that an item's picking unit of measure is the preferred default unit of measure instead of the native unit of measure. This policy alters the default unit of measure on many input screens, (such as inventory inquiry and order inquiry).

To convert quantities to the pick unit of measure. This policy makes management easier for certain types of products that are priced and analyzed in an area or volume unit of measure, such as SF or GL, yet always sold and handled by the piece or each (PC or EA).

Products that you might want to consider for policy PU are:

- counter top or solid surface materials, such as Wilsonart Gibraltar and Dupont Corian

- setting materials and chemicals that are priced by a volume unit that is inconsistent with how they are sold and handled. For example, a five gallon drum that is only sold as a full unit, yet priced by the gallon.

• RD -Request Description; triggers a message screen to automatically display during order entry. This allows additional comments to be entered for specific items as needed. You can apply policy RD to any item where item specific instructions are needed at the time of order entry. Typically, this feature is designed for special order items.

  • The RD policy code on an item does not work when that item is part of a BOM/KIT.

• RI - Restricted item; the item is sold on an exclusive basis. This policy does not cause the system to take any action, but it can be used to fine-tune promotions that apply only to restricted items. For example, if you need to lock out all but the authorized customers of a restricted item, follow these steps:

• Enter policy code RI in the Item File of the restricted items. You can use the Item File Maintenance Program or Item File Mass Update program to do this.

• Create a marketing program or display type that represents the group of customers who are authorized to purchase the restricted item. Use the Classification Codes File to create the marketing program. Assign the new marketing program or display type code to the authorized customers.

• Create a lock out promotion in the Promotion File to keep unauthorized customers from purchasing the items that have policy code RI. The promotion must be coded as type F (a fixed promotion), with a price of $99999.99 (which means lock out), and assigned to OMIT the designated marketing program or display type. This means the lock out applies to everyone except the customers assigned to that marketing program or display type.

The promotion can be entered against a broad category, such as item class or manufacturer, as well as against narrow categories, such as price class or product line. The important thing is to limit the promotion to policy code RI in the Limit to Policy field, of the Promotion File. This technique is the most efficient way of locking out all unauthorized customers from a defined list of items. If you are simply locking customers out of a single manufacturer or product line, you can point the promotion to that manufacturer or product line, without the use of policy codes.

For more information, refer to Restricted Items.

• RO - Remaining balances only. This policy affects serial numbered items on Order Entry. All items using the RO policy force the order entry operator to take the remaining balances of any serial numbers or rolls. For example, if a serial number has 50 square feet available, you must be certain items from many product lines and manufacturers order all 50 square feet, or none at all.

• S1 - Cut/Binding Items. Area rug cut and binding script. Allows user to order custom area rugs, specifying size, binding, special charges, etc. Accesses the Cut/Binding Script Window.

Qty to Cut From Roll - Enter the length to cut from a roll. This length should accommodate all rugs that are to be created from this cut. Only leave this field blank if you are using this screen to order additional rugs from a previously ordered cut.

U/M - Enter the UM that relates to the quantity to cut.

Sell Rug/Cut/ Addl - This entry controls whether you are selling the cut as is, or creating rugs.

• R - Creating rugs. R causes some of the fields below to become mandatory.
• C - Sell the cut as is, without creating a rug.
• A - Create additional rugs from material previously ordered. When A is entered, the quantity to cut field is left blank.

Quote/B.O. - N indicates this is a regular order and stock will be allocated by ISO. Y means this is a quote or back order. No stock will be allocated by ISO.

If Rug, # of Rugs - If you are creating rugs (as indicated by an R or A entry in the Sell Rug Field) then enter the number of rugs being created.

Width/ Length - If you are creating rugs, enter the width and length in FT (feet plus inches). For example, enter 6 for six foot. Enter 6.06 for six foot plus six inches.

Cut Charge - Enter a description of a cut charge if applicable. Enter a question mark (?) to display the macro message manager, and select a cut charge.

Price - Enter the extended price of the cut charge if applicable.

Binding - If creating rugs, enter the item number for the binding. You can enter a question mark (?) to search for item numbers. The quantity of the binding is automatically calculated in LF (lineal feet) as the sum of the width and length multiplied by two. In the example above, the binding quantity is 2x(6+10).

Other Items - You can optionally order additional items from this screen.

Comments - Enter comments if applicable. These will appear as F6 lines on the order. The space to the right of each comment is for a miscellaneous charge.

• S3 - Bordered Rug. Displays the Bordered Rug Script Window during order entry. The Bordered Rug Script Window allows you to add all the items needed to order a bordered rug in a few easy steps.

• SP - Special. The item appears on the Special and Discontinued Items' Stock Status list on many input screens, from native to pick unit of measure, and will cause many inquiry screens to convert quantities to the pick unit of measure.

• G# - Grid Function. Indicates an item uses the GRID function, which is primarily for laminate sheet goods.

The number of days from the time a purchase order is placed until the item is received. This field overrides the Lead Time entry in the Product Line File. If left blank, it is assumed that the related Product Line File entry applies to this item. Since all items in a product line usually have the same lead time, this field is usually left blank.

The number of days after receipt of this item. This field is used in the Inventory Search and Stock Selection programs.

Alphanumeric field for optional special sorting. Within a product line, manufacturer, or color number, this number can be used to put items in a specific order regardless of other codes, such as item number and pattern. You can usually achieve optimum sorting, even if you leave this field blank.

Determines how freight rates should be calculated in applications that involve looking up freight rates in a table. This field can be left blank to assume the default value of W for weight, or set to one of the following values:

• W - Access by weight. Freight rates based on weight are used.

• C - Access by cubes. Freight rates based on cubes (cubic dimensions) are used.

• U- Access by units. Freight rates based on units (the item's native unit of measure) are used.

• N - No freight. No freight rates are accessed for this item.

For rolled goods; the roll width in inches. This entry must be correct for conversions between square yards and feet or inches to be accurate. For other items, this field is for information only and can be used for thickness or for width. It can represent any unit of measure.

Determines whether a remaining quantity of a shade, lot number, or roll is too small to be counted as saleable. For example, if you entered 12 and the item unit of measure is in square feet, the system considers any quantity equal to or below 12 square feet in a single serial or lot number to be obsolete or a remnant. For rolled goods, this field is always entered in inches. This field is most applicable to serial numbered or rolled good items.

Enter the pattern repeat width and length in inches.

These dimensions are currently used only by the Bordered Rug Script window.

The Bordered Rug Script window provides cut and binding functionality to facilitate orders for manufactured bordered rugs. The item policy code, S3, for bordered rug items causes the bordered rug script window to appear during the order entry process. The Bordered Rug Script Window allows you to add all the items needed to enter an order for a bordered rug in a few easy steps.

Use this field to categorize item. It is required if you want a direct interface with the General Ledger system. It should represent the major divisions of products and services in your company, such as ceramic tile vs. vinyl or. wood. Cost centers are then further subdivided by your item class entries. Cost centers are defined using the Cost Center File.

Use this field to classify items for bills of lading. It is used to scan bar coded labels as shipments are loaded. Data collected at the point of shipment is used to produce bills of lading, when applicable. This field is also used if you download shipping data into an automated truck loading, shipping, or freight system. Freight class codes must first be set up in the Classification Codes File.

The tax codes that are available are:

• Y - Taxable (for information only - does not override order tax codes). This field defaults to Y indicating that the product is taxable.

• N - Non Taxable (for information only - does not override order tax codes). When setting up item numbers for charges, such as delivery charges, enter N in this field if they are not taxable.

• A - Always Tax (Overrides order tax codes if order has no tax code). You can enter A if you want the system to always tax this item, even for normally tax-exempt customers. You can use this code for items such as samples, that can be automatically taxed, even if the customer is usually non-taxable. If these items have A in this field, the system automatically taxes just those items on otherwise non-taxable orders and invoices. This item-level taxation is supported throughout the entire system, from Order Entry screens, to COD Picking and Packing Lists, and Invoices. These taxes are reflected on the Sales Tax Reports, and are included in the interfaces to General Ledger.

• E - Tax Exempt (causes specific line items to be tax exempt, even if the order has tax codes). This option is for products and services that are not taxable. This tax code overrides an order's tax codes.

This option affects all the programs that calculate tax including:

• Order Entry and Order Change
• All cash register screens
• Order Acknowledgments
• Pick Lists (if they show a total due)
• Order Inquiry
• Invoices
• Totals that appear on the Retail File History screen

Tax Exempt items appear with an (*) asterisk in front of them on order acknowledgements. The tax code for customer or order still determines whether or not each invoice is taxed.

Enter the smallest unit of measure in which the item can be picked. The default smallest unit of measure is PC (piece). For ceramic mosaics, enter SH if sheet is the smallest unit of measure in which the item can be picked. For rolled goods, you can leave this field blank. The system automatically converts rolled goods to lineal feet. Picking lists (except for rolled goods) break the quantity ordered into cartons and pieces unless something other than PC is entered here.

Note that for all goods that are sold or packaged in cartons, this field should represent the unit of measure contained within the carton, even if you never break cartons.

There are two codes for cartons; CN and CT.

• CT used when the warehouse picks in cartons and can't break the cartons.

• CN is used when the warehouse picks in cartons, but occasionally may break the cartons.

Enter the smallest unit of measure in which the item should be sold. Your entry here will cause the Order Entry program to suggest order quantities that equal an unbroken multiple of this unit of measure. For example, entering CT (carton) in this field causes the system to check that the quantity ordered for this item does not break a carton. If it does break a carton, the system suggests a lower quantity and a higher quantity, each representing the nearest full carton. You may also enter the policy code NB (no breaks) in one of the three policy fields, which are described above. Policy NB enforces the smallest sales unit of measure. If CT is entered and a quantity ordered breaks a carton, the system will change the quantity to the next full carton quantity. It will also alert the operator that the quantity was changed and that there is a no broken units policy. This field can be used for many units of measure. For example, enter PC if a quantity ordered should not include a fraction of a piece. Enter SH or ST if sheets or strips are not to be broken. We recommend that an entry is made in this field for all items, except rolled goods, unless fractions of any unit of measure are acceptable.

There are two codes for cartons; CN and CT.

• CT used when the warehouse picks in cartons and can't break the cartons.

• CN is used when the warehouse picks in cartons, but occasionally may break the cartons.

Used for EDI transmissions to a supplier and for receiving and reorder reports. This is the U/M to which the EDI transmission will convert and use. If this field is left blank, the system uses the unit of measure found on the transaction to be transmitted. The Reorder Reports also have an option to print quantities in the supplier's unit of measure. If you enter a unit of measure in this field that is different from the item's native unit of measure, you must ensure a the Packaging or Item Files includes a valid conversion factor. On the receiving screens, various quantity fields are shown in the supplier's unit of measure as well as in the native unit of measure.

There are two codes for cartons; CN and CT.

• CT used when the warehouse picks in cartons and can't break the cartons.

• CN is used when the warehouse picks in cartons, but occasionally may break the cartons.

Must contain zeros or an item's native unit of measure, and should not be left blank. Complete this field if you want the Order Entry program to always convert quantities and price in this unit of measure. For example, if you enter SF in this field and then enter 2 CT in Order Entry, the system converts the quantity to SF and displays price per SF. If you leave this field blank, the Order Entry program continues to accept any unit of measure and prices the sale in that unit of measure.

Miscellaneous items (items with a color number of MISC) ignore this setting. Miscellaneous items must have a blank in this field to work in some settings. For example, when you enter a miscellaneous item code in order entry, you may want to order the item in any unit of measure.

This field can be controlled by a setting within the Options for Order Entry U/M in Item File. We recommend all items, except MISC items, contain an Order Entry UM.

There are two codes for cartons; CN and CT.

• CT used when the warehouse picks in cartons and can't break the cartons.

• CN is used when the warehouse picks in cartons, but occasionally may break the cartons.

Represents a group of items that are accumulated for quantity breaks on pricing. You can use quantity break group pricing to group products in order to achieve a quantity break based on a combined total quantity instead of each line item quantity. The option to activate this feature is made in the Option field in the Company Settings File, and should only be set by a system administrator. The options in the Company Settings File include:

• O - Quantity breaks are only accumulated for items on the same order number.

• S - Quantity breaks are accumulated for items with the same ship date, same customer, or same invoice run.

• C- Quantity breaks are accumulated for items for the same customer and same invoice run.

Any other entry does not activate quantity break group pricing. Once activated, quantity break group pricing is automatically performed during Batch Invoice Processing. It does not occur during the Order Entry process.

This field should contain breaks if the item is not a member of a quantity break group, or a two-character quantity break group code. Quantity break group codes must first be set up in the Classification Codes File.

A numeric field that is only entered if a quantity break group code has been entered for this item. This field tells the system how many units to contribute to the total quantity break for every native unit sold. A native unit is the unit of measure used for sales analysis and pricing. For example:

• Item 1 is sold by QT (quarts) and has a multiplier of 1.

• Item 2 is sold by GL (gallons) and has a multiplier of 4.

These two items are included in the same quantity break group, but their native units of measure are different. Therefore, the Multiplier field is used to achieve a common unit conversion for both items. In this example, the quantity break is in total quarts. Item 2 requires a multiplier of 4, so that every gallon counts as 2 units toward the total price break. If both items have the same unit of measure, you would probably enter a multiplier of 1 for both. However, you do not have to base the multiplier on an actual unit of measure conversion. You could say that buying in gallon containers is more cost-effective, and therefore use a multiplier of 5. This does not mean that one gallon equals five quarts. It means that one gallon counts as five quarts toward the quantity break. Multiplier is meant to achieve a marketing objective, and not to be an accurate conversion factor.

Your initials, entered when you finish updating or adding the record.

Indicates if and how the item uses the sub-serial number feature. Sub-serial numbers are used for items for which each piece or unit needs to be tracked separately. This field is for appliances and power tools having unique serial numbers on each unit, and adds another level to the inventory hierarchy. Sub-serial numbers are tracked within regular serial numbers or locations. They are not displayed or selected within the order entry process. They are optionally scanned or entered into the system during receiving, or as the products are shipped.

• A - used to track sub-serial numbers through the entire system. Sub-serial numbers are captured upon receipt of an item, recorded as the item is moved in the warehouse, and recorded when the item ships.

• I - the sub-serial number is recorded only when the item ships.

• Blank -(default) the item does not use the sub-serial number feature.

This field can be set to override IWMS control panel settings for specific items. You can use this field to force item verification on individual items. This can be useful for expensive items, or items with a history of being picked incorrectly.

You cannot edit this field. The date on which the last changes were made to this record. This date is maintained automatically by the system. It is updated with today's date whenever the Item File record is updated in the File Maintenance or the Mass Update programs.

Enter any important comments you have for this item. These comments appear along with the item description on the Order Entry and Invoicing screens when the item is ordered or sold. If you enter an asterisk (*) in front of the first character in the comment, the comment flashes on the Order Entry, Inventory Inquiry, and Quick Quoter screens.

D in this field indicates that this record will be deleted. Do edit this field. Let the system's purging program control the deletion of any item records.

Description

The quantity on hand at the beginning of this fiscal year; the quantity that is actually in the warehouse.

The quantity of goods received into stock year-to-date.

The quantity of goods manufactured year-to-date. This field is applicable only if your system is interfaced with a manufacturing system.

The quantity of goods shipped and invoiced year-to-date.

The total quantity of adjustments made to this item this year-to-date.

The current quantity on hand, or actually in the warehouse.

The current quantity on order (purchase orders) for stock.

The current quantity allocated to customer orders.

The date of the most recent order placed.

The date of the most recent receipt of this item.

The total number of orders that were shipped directly from the manufacturer or supplier in the current fiscal year, based on direct ship invoices.

The total number of special orders issued for this item since it was set up on the system. Special orders are orders entered with the S code (for special orders) in Order Entry.

The current quantity available for sale; on hand minus allocated.

The total month-to-date quantity for lost orders. Lost orders are calculated during invoicing when all or part of a quantity is not invoiced. This does not include back orders.

Description/Instructions

Gross sales amounts for the periods above.

Gross profit amount.

Gross profit percentage.

Average order amount.

Quantity of this item purchased.

Percentage of order taken that was filled based on invoicing.

Number of credits for this item.

Number of orders for this item.

Quantity of this item actually invoiced.

Dollar value of credits issued for this item.

Inventory turns based on dollar value, followed by inventory turns based on quantity. The inventory turns are calculated as follows:

Inventory Value Turns = Total Cost of Sales divided by Average Onhand Inventory Value

The quantity turns are calculated as follows:

Quantity Turns = Total Quantity Sold divided by Average Quantity Onhand

Gross margin return on inventory investment ratio for this item. The GMROI is an industry standard statistical index calculated as follows:

GMROI = (Gross Profit Amount divided by Average Onhand Inventory Value) times 100

Turn and earn ratio for this item. Turn and earn equals the quantity turns X G.P.%.

Description/Instructions

The quantity, in native unit of measure, of open customer orders that are allocated against stock. Each figure represents the quantity open at the end of each month.

The quantity, in native unit of measure of back orders. Back orders are customer orders that are not allocated against stock. Each figure represents the quantity open at the end of each month.

The quantity, in native unit of measure, sold or invoiced in the respective months.

The monthly order activity derived by performing the following calculations:

• Add open orders to open back order to get total open orders.

• Subtract the total open orders of the previous month from the total open orders of the current month to determine the change in open order position.

• Add the change in the open order position to the quantity invoiced to calculate the month's order activity.

Order activity uses the header warehouse as its statistical anchor. The header warehouse is the warehouse that ultimately services the customer, regardless of where the stock was originally picked and transferred from. You can specify any header warehouse to display activity for that header warehouse. You can also enter up to six header warehouse codes to retrieve sub-totals of a group of ware­houses. Enter ALL to include all warehouses. Direct ships are bypassed unless warehouse DIR is specified.

Description/Instructions

Quantity manufactured, including scrap.

Quantity that was scrapped. Scrapped inventory is not entered into the finished goods inventory.

Ratio of non-scrapped quantity to total quantity manufactured.

Unit cost of the last receipt of this item at of the end of the month. The last cost is the landed cost, which includes the cost of freight.

Average unit cost at of the end of the month for this item. This is an overall average, including all serial numbers, lots, warehouses, and so on, for this item.

Quantity on hand at of the end of the month for this item.

Figures as of today.

The quantity manufactured, scrapped, and recovery percentage are the totals for the 12 months prior to the current month. The cost and onhand figures are the costs and onhand balances as of the end of the month, 12 months ago.

The quantity manufactured, scrapped, and recovery percentage are the totals for the 12 months prior to the past 12 months. The cost and onhand figures are the costs and onhand balances as of the end of the month 24 months ago.

Description

The quantity received in each of the last 18 months.

The quantity invoiced in each of the last 18 months.

The quantity in orders still open, shown in the months the orders were taken. Open orders entered more than 18 months ago are included in the earliest month shown.

The number of orders taken in each of the last 18 months.

Stock on hand minus allocations against inventory.

Open purchase orders less open back orders.

Annual Cost of Sales divided by Average On-hand Inventory Value.

Gross Margin Return On Investment. Annual Gross Profit divided by Average On-hand Inventory Value.

Enter ALL to show combined figures, including all warehouse. Enter up to six warehouses to show figures for those warehouses.

Description/Instructions

Item description as you entered it on the Item File Profile screen.

Price from which all other prices can be derived, by adding or subtracting an amount or a percentage. You can assign whatever meaning you want to List Price, for example, retail price or your contractor price. Customers can be assigned LP in the Billto File as a price list number, and charged the list price for all items.

Same as standard landed cost; current replacement or market cost of this item, including freight and handling. The system also figures the actual Last Costs and Average Costs based on receipts. This field is user-controlled, and is never automatically updated by the system. As your suppliers update their prices and as freight rates change, you should update this field.

Current replacement or market cost for this item from your supplier excluding all freight and handling costs. The system also figures the actual base cost, based on receipts. This field is user-controlled and should be updated when your suppliers change your prices for this item. The system never automatically updates this field. This is the default cost used on all purchase orders to suppliers for this item, unless the Cost File is used. You can use the Cost File to enter multiple costs based on supplier, quantity, and type of purchase. It can be overridden on the purchase order.

The two characters shown directly to the right of the price class. This code relates to the Billto File in which each customer is assigned a price list number. Each price list number represents a price list that has been established. All customers are assigned a basic price list number, and, in some cases, alternate price list numbers for certain products. The examples use price list numbers such as A1, B1, and C1, as shown. You can assign your own meaning for each code. Every item should have a price for every price list number on which the item could appear. That way, the system has a price for every item to any customer. Price list numbers are defined using the Classification Codes File. When price classes are used, the price list number shows to the right of the price class at the top of the screen. When price classes are not used, this screen includes a price list number column.

Use this field only if you have different unit prices based on quantity. Enter the quantity through which the price applies. If you specify quantity breaks, the last quantity listed should be 99999 as shown in the above figure.

If the Item File minimum quantity is set to all nines (99999), it is interpreted to mean to minimum quantity, and therefore, all customers are subject to the charge, regardless of the entry in the Billto File Minimum Charge field. Any other quantity (less than 99999) in the minimum quantity field applies only to customers whose Billto File is set to Min Chg = Y. You can use this option to enter minimum charges on certain products that override normally exempt customers. For example, you might want to apply a fixed handling charge when a certain item is sold, regardless of quantity. This option can apply to items that always require special paperwork or packing when sold.

For rolled goods, minimum charges were applied only to cuts until Version 6, Release 2. With Version 6, Release 2, any minimum charge for rolled goods identified by codes H (handling charge) or P (packing charge) apply to any open (unsealed) roll, regardless of whether it is a cut or balance. Minimum charges for rolled goods with codes other than H or P still apply only to cuts.

If you want to calculate the price as a percentage of something else, enter one of the following field codes:

• AC - Average Cost (average unit cost of current onhand)

• BC - Base Cost (standard unit cost excluding freight and handling)

• SC - Standard Cost (standard unit cost, including freight and handling cost)

• LC - Last Cost (unit cost of last receipt including freight and handling)

• LP - List Price

For example, enter LC x 1.25 to charge Last Cost + 25%.

If you want the system to calculate the price as a percentage of something else, and you have entered a field code (LP, LC, SC, AC, or BC), enter the amount by which to multiply the field. Observe the decimal point as displayed. This field is shown only if price classes are used.

A dollar variable, preceded by a plus (+) or minus (-) sign indicating that the variable is added or subtracted.

List price from the Price Class.

The native unit of measure. All prices relate to the unit of measure.

The price class you assigned on the Item File Profile screen. It is followed by the two-character price list number being displayed. The default is LP (list price), although you can specify any price list number on the Item Profile screen before pressing F9.

The Cost Class you assigned on the Item Profile screen.

Transaction Type/Restriction Code. The transaction types and restriction codes are defined in the Classification Codes File. For example, I - Inventory, D - Direct, Restr R - Roll, C - Cut. These fields are shown only when price classes are used.

Price as calculated by the Field X Variable%.

Minimum quantity you will sell, below which an extra charge is billed to the customer. Only enter a minimum quantity, if applicable. Press F9 again to update these minimum charge fields.

Dollar amount to be charged each time a customer orders less than the minimum quantity. Observe the decimal point, as shown. The Order Entry program automatically creates a miscellaneous charge line whenever a line item quantity is below the minimum quantity.

Minimum charge code that represents the description of the charge. Codes are:

• B - Broken unit charge

• C    - Minimum cut charge

• H    - Handling charge

• M    - Below minimum quantity charge

• P    - Packing charge

The code you enter causes its corresponding description to appear on the order and invoice.

Enter the general ledger account number to which the minimum charge should be booked. This G/L number is entered on the order and invoice, and is shown on applicable reports.

Description/Instructions

Description of the item, as entered on the Item File Profile screen.

The packaging code as assigned on the Item File Profile screen.

The quantity that converts the unit of measure (the factor for converting).

The unit of measure code corresponding to the amount described above.

The unit of measure to which you are converting.

The Item File Maintenance program contains enhanced validation of the Unit of Measure field. The system protects you from inadvertently changing the unit of measure for an active item by changing it to another price or cost class with a different unit of measure. Changing the unit of measure for an item that is active (has open orders, purchase orders, or inventory) causes many problems, as all transactions and statistics are assumed to be in the items' native unit of measure. These enhancements ensure that no open orders or inventory are affected by a unit of measure change. In order to further protect the integrity of statistics, we recommend that you create a new item number, rather than changing the unit of measure, unless the item has not been used significantly.

A breakdown of the list price per unit of measure.

This field provides an option to print the first two lines of the packaging breakdown on the customer invoice. Enter Y to print.

Description/Instructions

Main type options are:

• D - Disclaimer

• I - Installation instructions

• M - Miscellaneous/other

• S - Shipping/delivery instructions

• T - Translated name or description

• A - Alternate/substitute item

• P - Purchasing instructions

Sub type codes are used to identify the language in which the instructions are written, or can have user defined meanings. If used to identify by language, it should relate to the language codes that you create in the Classification Codes File.

Product Knowledge screens support sub-type U for URL, for the purpose of storing the URL for web-pages related to an item. When the product knowledge screen is displayed in Order Entry, Order Change, Inventory Inquiry, or via the Decor 24 application (on a web-connected PC), the URL may be clicked to open the web page. For more information on this refer to Linking Products to Web Pages via URLS.

Type information here.

To specify where this information prints; on the picklist, acknowledgement, invoice, purchase orders. Enter Y to print or N not to print.

Pick list.

acknowledgement or quotations.

Invoice to customer.

Purchase order to supplier.

Color. You can specify the color for displaying this line on the Order Entry Product Knowledge screen. The color codes control each line on the Order Entry Product Knowledge screen. We recommend that you develop a company-wide system for color-coding information. For example, substitute items could appear in pink, important product disclaimers in red, or installation instructions in white. Valid entries are:

R - red

B - blue

G - green

W - white

P - pink

T - turquoise (displays underlined)

Y - yellow (displays underlined)

I - Invisible (does not display on Order Entry)